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If a purchase order was obtained for goods and services through proper purchasing procedures the employee should instruct the vendor to mail all invoices to the Accounts Payable Department, Armstrong Atlantic State University, 11935 Abercorn St., Savannah, GA 31419. The employee should instruct the vendor to indicate the departmental contact on invoices for verification of receipt of the merchandise
If a purchase order was not created for the purchase of merchandise, a check request must be submitted with an invoice to Accounts Payable for processing. The check request and documentation will be reviewed for duplication and processed for payment.
Invoices are received in Financial Services and date stamped for date of receipt. If a purchase order number is not indicated on the invoice, the invoice is reviewed for the method of payment. If a purchase card is the method of payment for merchandise the original invoice and receipts will be forwarded to the correct department for reconciliation to the purchase card statement. All other original invoices will be copied and sent to the department identified on the invoice.
Checks are processed weekly on Mondays and Thursdays and mailed within 24 hours of processing. Check processing days may vary depending on holidays and year-end schedule.